1. Purpose

Pivot Physics Education Centre Pte. Ltd. (“Pivot Physics”, “we”, “our” or “us”) is committed to protecting the privacy and security of all personal data entrusted to us. This Data Protection & Safeguarding Policy outlines how we collect, use, disclose, store and safeguard personal data in accordance with the Singapore Personal Data Protection Act 2012 (PDPA).

Our objective is to ensure that all personal information relating to our students, parents, employees, tutors, applicants, vendors and business partners is handled responsibly, securely and transparently.

2. Scope

This policy applies to all personal data collected, processed or maintained by Pivot Physics, whether in physical or electronic form.

It also applies to any third-party service providers engaged by Pivot Physics to process personal data on our behalf.

3. Definitions

Personal Data

Personal data refers to any information that can identify an individual, whether on its own or together with other information available to Pivot Physics.

Examples include:

  • Full name
  • NRIC/FIN (where required)
  • Contact number
  • Email address
  • Residential address
  • Date of birth
  • School information
  • Academic records and assessment results
  • Payment information
  • Photographs and videos
  • Emergency contact details

Personal data does not include publicly available information, anonymised data, or business contact information used solely for business purposes.

Processing

Processing refers to any collection, recording, storage, use, disclosure, transfer, modification or deletion of personal data.

4. Collection of Personal Data

Pivot Physics collects personal data only where necessary for legitimate educational and business purposes.

These purposes include:

  • Student enrolment and registration
  • Conducting classes, laboratory sessions and assessments
  • Academic progress monitoring
  • Parent communication
  • Billing and payment processing
  • Student welfare and emergency contact
  • Employment and recruitment
  • Marketing and event registration (where consent has been obtained)
  • Compliance with legal or regulatory requirements

5. Consent Management

Pivot Physics obtains consent before collecting, using or disclosing personal data, except where otherwise permitted or required under the PDPA.

For students below 18 years of age, consent from a parent or legal guardian shall be considered valid.

Consent may be obtained through:

  • Registration forms
  • Online forms
  • Contracts
  • Email correspondence
  • Written agreements
  • Electronic acceptance

6. Withdrawal of Consent

Individuals may withdraw their consent at any time by submitting a written request to Pivot Physics.

Upon receiving the request, we will cease collecting or using the relevant personal data within a reasonable timeframe unless we are legally required to retain or continue processing the information.

Withdrawal of consent may affect our ability to continue providing certain educational services.

7. Purpose Limitation

Personal data will only be used for the purposes for which it was originally collected, or for purposes that are reasonably related to those purposes.

Pivot Physics will not sell, rent or disclose personal data to third parties for commercial purposes without consent unless required by law.

8. Notification

Individuals will be informed of:

  • What personal data is being collected
  • Why the information is required
  • How it will be used
  • Whether it will be disclosed to third parties
  • How they may contact us regarding their personal data

Where new purposes arise, additional consent will be sought where required.

9. Accuracy of Personal Data

Pivot Physics takes reasonable steps to ensure that personal data remains accurate, complete and up to date.

Parents, students and staff are encouraged to notify us promptly whenever there are changes to their personal particulars.

10. Data Security

Pivot Physics implements reasonable administrative, physical and technical safeguards to protect personal data from unauthorised access, disclosure, alteration or destruction.

These safeguards include:

  • Secure cloud-based storage
  • Password-protected systems
  • Role-based access controls
  • Secure backups
  • Antivirus and firewall protection
  • Multi-factor authentication where appropriate
  • Staff confidentiality obligations
  • Regular review of security practices

Only authorised personnel who require access for legitimate business purposes will be permitted to access personal data.

11. Access and Correction

Individuals may request access to, or correction of, their personal data in accordance with the PDPA.

Requests should be submitted in writing.

Pivot Physics will respond within a reasonable timeframe and may request verification of identity before processing such requests.

12. Retention of Personal Data

Personal data will be retained only for as long as necessary to:

  • Provide educational services
  • Meet contractual obligations
  • Resolve disputes
  • Comply with legal or regulatory requirements

When personal data is no longer required, it will be securely destroyed or permanently anonymised.

13. Transfer of Personal Data

Where personal data needs to be transferred outside Singapore, Pivot Physics will ensure that appropriate safeguards are in place and that the receiving party provides a standard of protection comparable to that required under the PDPA.

14. Data Breach Management

If a suspected or confirmed data breach occurs, Pivot Physics will:

  • Immediately contain the incident;
  • Investigate the cause and assess the impact;
  • Take corrective measures to minimise harm;
  • Notify affected individuals where required; and
  • Notify the Personal Data Protection Commission (PDPC) where the breach is notifiable under the PDPA.

All incidents will be documented and reviewed to prevent recurrence.

15. Confidentiality

All employees, tutors and authorised representatives of Pivot Physics are expected to maintain strict confidentiality when handling personal information.

Access to personal data is granted strictly on a need-to-know basis.

Failure to comply with this policy may result in disciplinary action.

16. Accountability

Pivot Physics is committed to maintaining an effective data protection framework through:

  • Regular policy reviews
  • Staff awareness and training
  • Secure operational procedures
  • Continuous improvement of data protection practices

Management is responsible for ensuring compliance with this policy throughout the organisation.

17. Contact

Questions regarding this policy or requests relating to personal data may be directed to:

Data Protection Officer (DPO)
Pivot Physics Education Centre Pte. Ltd.

Email: admin@pivotphysics.com

18. Policy Review

This policy shall be reviewed periodically and updated whenever necessary to reflect changes in legislation, operational requirements or best practices.